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Disclaimer: This article is for accounting integration v2.

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  1. Navigate to the Integrations tab as follows,

    1. At the organization level, click the Admin icon.

    2. Under Organization, click Organizations or Centers.

    3. On the Manage Organizations or Manage Centers page, click Integrations.

  2. Expand the Accounting tab.

  3. Expand the Configuration tab and navigate to the Invoice section.

  4. Configure the way you want to post data: financials, customer details, item grouping, payment, tax, and miscellaneous journal entries.

  5. Under the Configuration tab, navigate to the Sync section and enter the following details:

    1. Start Date: Select the date from when you want to start posting your data to the accounting platform.

    2. Delay: Specify the duration between each data posting.

    3. Click Save.

Financials

Important: Ensure that the post journal entries check box is cleared.

Option

Description

Invoice wise

Posts each invoice to the accounting platform

Day wise

Posts one invoice for all the invoices for the day to the accounting platform

Customer

Option

Description

Invoice Guest

Syncs the guest name on the Zenoti invoice to the accounting platform and creates a record for the guest in the accounting platform with the name as <Guest Code> – <Guest Name>.

Note: Ensure that the guest code is auto-generated.

Example If the guest code is 123 and the guest name is Adam Smith, a record with the name 123 - Adam Smith is created in the accounting platform.

Guest records are created in the accounting platform only for guests who have an invoice in Zenoti for the given day.

Default

  1. Select this option to post a default guest name for all invoices.

  2. Enter the default guest name in the box; this will create a record for the guest in the accounting platform.

Line item

  • Membership with Service Liability Model: Value and Sales (by default)

  • Membership with Credit Liability Model: Value (by default)

  • Item: The Quantity and Price options are auto-selected.

  • Group By: Select the group-by option for each item: product, service, membership, package, and class.

Group by option

Description

Code

Maps each item in Zenoti to the respective item in the accounting platform.

Ensure that each item in Zenoti has a corresponding item with the same code in the accounting platform.

Subcategory

Maps each product subcategory in Zenoti to the respective item in the accounting platform.

Ensure that each item subcategory and subcategory code in Zenoti has a corresponding item with the same code in the accounting platform.

Category

Maps each product category in Zenoti to the respective item in the accounting platform.

Ensure that each item category and category code in Zenoti has a corresponding item with the same code in the accounting platform.

Ensure that the following settings are enabled:

- Admin > Organization > Organizations > Settings > Package Category is Mandatory

- Admin > Organization > Organizations > Settings > Membership Category is Mandatory

Default Item

Maps all the items of a type to a single corresponding item code in the accounting platform.

- For products, the default item is Product.

- For services, the default item is Service.

- For memberships, the default item is Membership.

- For packages, the default item is Package.

- For classes, the default item is Class.

Gift Card

The default item for gift cards is Gift Card. Zenoti auto-maps this default item to GiftCard in the accounting platform.

Prepaid Card

The default item for gift cards is Prepaid Card. Zenoti auto-maps this default item to PrepaidCard in the accounting platform.

Discount

Option

Description

Parent Item

Ensure that each discount type and its code in Zenoti has a corresponding item with the same code in the accounting platform.

Example: If there’s a campaign-based discount in Zenoti Thanksgiving Offer 10% with campaign code as TH10OFF, the item in the accounting platform must have the code TH10OFF.

Select this option to map each discount type in Zenoti to the corresponding item in the accounting platform.

  • Campaign-based discounts: Map each campaign code to an item in the accounting platform.

  • Membership discounts: These discounts get posted against the membership item that you’ve configured in the Line Item section for memberships.

  • Package discounts: These discounts get posted against the membership item that you’ve configured in the Line Item section for packages.

  • Manual discounts: Map all manual discounts to a single item Manual Discount in the accounting platform.

  • Price adjustments: Map all price-adjusted amounts to a single item Price Adjustment in the accounting platform.

Item Type

Maps discounts applied to an item type in Zenoti to the corresponding discount item in the accounting platform. You can enter the code of this discount item in the corresponding default item discount box for each item type.

Example: You want to account for all the service discounts under Service Discount. Service Discount is mapped to the SO code in the accounting platform. In the Default Item For Discount on Services box, enter SD.

This configuration includes package redemption discounts and membership redemption discounts under the respective item type on which these redemptions are applied.

Example: If a package is redeemed on a service, the redemption discount is accounted under the services discount.

Default Item

Maps all the discount types to a single item Discount in the accounting platform.

This configuration does not include package redemption discounts and membership redemption discounts - you need to configure these discounts separately.

Redemptions: You can configure to post the value of redemption by the benefit actual price or by the liability price.

- Benefit actual price: If a liability (package or membership) was sold at $100 (with one benefit of $150), the redemption value that gets posted is $150.

- Liability price: If a liability (package or membership) was sold at $100 (with one benefit of $150), the redemption value that gets posted is $100 and the redemption discount that gets posted is $50.

Post liability by

Steps

Benefit actual price

Package

  1. Clear the Package Redemption check box.

  2. In the Default Item for Package box, enter the default item name for package redemptions.

Membership

  1. Clear the Membership Redemption check box.

  2. In the Default Item for Membership box, enter the default item name for membership redemptions.

Liability price

Package

  1. Select the Package Redemption check box.

  2. In the Default Item for Package box, enter the default item name for package redemption.

  3. Configure the package redemption as a payment in the Payment Mapping tab.

Membership

  1. Select the Membership Redemption check box.

  2. In the Default Item for Membership box, enter the default item name for membership redemption.

  3. Configure the membership service redemption as a payment in the Payment Mapping tab.

Payment

Important: Ensure that each payment type in Zenoti has a corresponding payment type in the accounting platform.

  • Amount: The payment transaction amount.

  • Deposit to Account: The chart of accounts to which the payment is mapped in the accounting platform.

  • Date: By default, payments are posted based on the closed date. To post payments based on the payment date, select the Date checkbox.

    Note: The Date check box is not available for QuickBooks Desktop.

Tax

For USA region

Tax is auto-calculated and must be configured to post as automated sales tax.

  1. In the Enter Default Tax box, enter NON.

  2. Select the Automated Sales Tax check box and enter TAX for the tax name.

For other regions

  1. Select the way you want to post tax:

    • Separate Item: Post each tax as a tax group or tax component.

      - Tax group: The total tax amount is posted by the tax group name.

      - Tax component: The tax amount is posted by the individual tax component names.

    • Invoice Level: Post tax for each invoice.

  2. In the Enter Default Tax box, enter the default tax group name.

Miscellaneous journal entries

Select the miscellaneous item and the subsidiary option you want to configure.

For all journal entries, a subsidiary is a location. For digital payment fees, a subsidiary is a payment provider for each location.

  • Post Cash Deposit

  • Post Cash Pay-In

  • Post Cash PayOut

  • Post Digital Payment Fees

  • Post Loyalty Points Accrued/Reversed

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